Event Executive

Key Responsibilities: 1. Event Coordination: - Assist in the planning and execution of events including conferences, trade shows, corporate meetings, product launches, and promotional events. - Coordinate event logistics such as venue selection, catering, transportation, accommodations, and event setup. - Ensure all event details are communicated to internal teams and external vendors in a timely manner. 2. Vendor & Supplier Management: - Assist in sourcing, negotiating, and managing relationships with vendors and suppliers (e.g., caterers, decorators, AV technicians). - Work with suppliers to ensure that products and services are delivered according to the event requirements. - Monitor vendor performance to ensure quality and timely delivery of services. 3. Marketing & Promotion Support: - Collaborate with the marketing team to create promotional materials for the event, including flyers, invitations, and social media content. - Assist with event promotion through various channels such as email campaigns, social media, and the company website. - Help manage event registration and ensure that attendees are properly registered and receive necessary event materials. 4. On-Site Event Management: - Provide on-site support during events, ensuring everything runs according to plan. - Assist with the setup and breakdown of event venues, including handling equipment, decorations, and signage. - Monitor the progress of the event, ensuring timelines are followed, and troubleshoot any issues that arise. - Coordinate with event staff and volunteers to ensure a smooth experience for attendees. 5. Budget & Expense Management: - Assist in managing the event budget, tracking expenses, and ensuring that the event stays within budget. - Process invoices and payments for event-related services and vendors. - Provide regular updates on budget status to the Event Manager. 6. Post-Event Activities: - Assist in gathering feedback from attendees and vendors after the event to assess its success. - Help prepare post-event reports, summarizing event outcomes, participant feedback, and ROI. - Assist with follow-up communications to thank attendees and sponsors and collect any final payments. 7. Client & Stakeholder Communication: - Maintain regular communication with clients, sponsors, and other stakeholders to ensure all event requirements are met. - Act as a point of contact for event-related inquiries and provide timely responses. 8. Administrative Support: - Maintain event documentation, including contracts, vendor agreements, and event schedules. - Update and maintain the event calendar and ensure all deadlines are met. - Assist with any administrative tasks related to event planning and execution.